Invaluable lessons for distributing reports with SAP BEx Broadcaster

Invaluable lessons for distributing reports with SAP BEx Broadcaster
Dr. Bjarne Berg Director SAP BI

What We’ll Cover … Overview BEx broadcasting wizard Advanced options for BEx Broadcaster Managing BEx Broadcaster Make it work in real life Wrap-up

What Is BI Information Broadcasting?
A standard part of SAP BW 3.5 and higher, BI Information Broadcasting lets you broadcast reports (i.e., BEx queries, workbooks, and Web applications) addresses, BW users, BW roles SAP Enterprise Portal Knowledge Management (KM) folders SAP Enterprise Portal Collaboration Rooms You can also define and deploy iViews based on the resulting KM/Collaboration documents

What Is BI Information Broadcasting? (cont.)
You can configure broadcasts to run: Once only On a scheduled basis (every day, week, month) During specific times defined by the administrator Any time (if you allow) When an event occurs (i.e., when an exception occurs) As part of a process chain You tell the system whether to send: A link to regenerate the query, etc. based on live data A standalone (pre-calculated) version of the item There are several format and compression options Key concept: Push vs. pull: Broadcasting is a push tool

Push vs. Pull: Change in Mentality
Users have a to change their mentality to stop reviewing everything that is business as usual. The Push mentality requires that users plan for what is important to them and set up fixed sets of reports that are used to manage the business. In general, the push approach reduces the time users spend looking for information and provides them with more time to examine data that really matter to them. You should carefully consider using BEx Broadcaster for core reporting that users perform through any handheld computer device. This simplifies the security setup and also increases the speed of any report (does not access the source system through limited bandwidth). Casual users and executives are prime candidates for broadcasted reports

Why Is Broadcasting So Valuable?
Reduces the time users spend looking for information Improves the likelihood that users will use your BI data Expands the reach of BI data to non-BW users Makes BW data available for users on the go Lets you link your BW and portal systems together Users can collaborate, integrate BW content with other enterprise and Web content, etc. Casual users, non-BW users, travelling users, and executives are all prime candidates for broadcasted reports!

Different Needs and Tools
The information needs of the user communities are different Flat reporting Formatted Print Form based Static Predictable access OLAP reporting Drill down Slice and dice Analyze Data mining Search and discover KPI & scorecard Formatted Simple Easy to view Limited nav Aggregates

SAP NetWeaver 2004s: New Object Types and Output Formats
You can broadcast BEx query views and formatted reports in addition to Web applications, queries, and workbooks. Reports are a new BEx object type developed within the new BEx Report Designer tool. New output formats New output formats are based on the distribution type you select. You now can broadcast Web documents as PDF files.

SAP NetWeaver 2004s: New Distribution Types
You can broadcast to any printer using Adobe’s PDF, Property Specification Language (PSL) or PostScript (PS). (Hint: Set up the printers under ToolsCCMSPrint). You can broadcast user-specific information based on attributes in the master data attributes using a distribution list in BI (bursting of s). The system can control the information so that users only see data related to them.

SAP NetWeaver 2004s: Exception Broadcasting
Exception broadcasting is now available in BEx Broadcaster. Create exceptions in Query Designer and select a distribution type in BEx Broadcaster. You can also use additional distributions types (subordinate) and create rules for when you monitor or execute the exception report. Base exceptions on single events or levels of any performance measure. See slide 29 for further information. You can use multiple distribution type to create a setting that broadcasts many channels (i.e., the printer and Enterprise Portal 6.0). To manage all alerts and workflow tasks from a single location, integrate an alert with the SAP portal’s 6.0 universal worklist (UWL) in the Central Alert Framework (CAF) of SAP NetWeaver Application Server.

SAP NetWeaver 2004s: Query Performance
To increase the performance of key queries, you can fill the OLAP cache or the MDX cache. This is useful if you have large numbers of users accessing a query, or you have a query that accesses a high volume of data. The Fill Precalculation Store distribution type allows you to precalculate Web templates, and the Precalculate Value Set option allows you to fill precalculated value set variables with values for characteristic values. The precalculated value sets are then available as variable values in BEx queries. The Reporting Agent in BW 3.x could precalculate the data of a template and access it through the URL. It could not broadcast queries, workbooks, or Web templates by or to KM folders.

Why Is Broadcasting So All Encompassing?
BW is an integrated decision support system with a high degree of flexibility. Therefore, BEx Broadcaster has to function for a variety of purposes and for a diverse audience. Today, BEx Broadcaster supports portals, PDAs, alerts, s, caching, and KM.

BEx Broadcasting Wizard Ad Hoc Scheduling
Access BEx broadcasting wizard from the context menu in a query BEx broadcasting wizard is a tool for end users to distribute queries and workbooks to single individuals or larger audiences through , printers, or SAP Enterprise Portal 5.0 or 6.0

The report is a snapshot rather than live data
Output Formats: HTML HTML file Use this option to send a single HTML file (standard static Web page). This is an easy way to send Web pages to handheld devices (i.e., Blackberry or Pocket PCs), and also to custom Web applications. The report is a snapshot rather than live data

Output Formats: XML You can now broadcast query output in Excel format (XML for MS Office) without using precalculation server (available as of Support Package 8) Any parser engine that can read the XML documents supports this format; you can also use it for customized Web development efforts

Output Formats: MHTML HTML as Separate Multipurpose Internet Mail Extensions (MIME) Files Provides a set of individual files for each Web item in your report. The benefit of this standard Web format option is that it optimizes reuse of objects, as images are cached in the browser after accessing them for the first time.

Output Formats: Online Links to Current Data
The recipient may not see the same as what you believe you sent, since the data may have been refreshed since you sent the broadcast. Online Links to Current Data The link back to the online source (requires recipients to log on with a username and a password to see the content, but can see the latest data). This is the most secure method for protecting the access to your data. However, the recipient must have online access to your system, a username, and password.

Output Formats: PDF The output format determines how many steps the wizard has (e.g., PDF has 6 steps, while online links has 5) The use of PDF as a publishing and broadcasting option is new in SAP NetWeaver 2004s. To make it work, configure PDF broadcast Adobe Document Services (ADS) on the Java Stack.

Output Formats: ZIP Files
Pros: File size much smaller Cons: Not as easy to use as you have to unzip the file and need to license the unzip program Zipping files reduces the size and improves network traffic: It is very good for sets of MIME files, which are relatively large Not a good option for handhelds (requires unzipping and several read steps) Normally not needed for single HTML files unless the report is very long Reduces network traffic and the size of the mail in the mailboxes

Identify Recipients and Enter a Message
Enter one or more addresses, a subject, and body. The importance level flags the for delivery to your recipient. Click on Continue to save and schedule the broadcast to execute later OR Click on Execute to execute the broadcast once only, during the next available processing window, and exit. Add comments in the Contents area to describe the query

Define a Name for the Broadcast Setting
This is the name under which you store your settings If you want to execute this broadcast more than once with these settings you can save them You can retrieve the settings later Define groups of settings for reports you send repeatedly (i.e., weekly status reports, month-end financial reports, etc.)

Tell the System When to Schedule the Broadcast
You can schedule the job to run every time the infocube is changed (the process chain has run) You can limit the users to when they can schedule jobs to avoid stress on the system. We can provide multiple predefined times when they can schedule the reports. You can also allow the users to create their own scheduling times (only authorized users see this) Developers should set up predefined windows of time to schedule broadcasts.

BEx Broadcaster BEx Broadcaster is another way to access tools to broadcast queries, workbooks, and Web applications. Business typically give access to the power users or developers only, since it has more options and requires slightly more skills. Access via Web Application Designer (Web AD) or Query Designer SAP NetWeaver 2004s Web AD SAP NetWeaver 2004s Query Designer

Regular Scheduling by Power Users Using BEx Broadcaster
Through BEx Broadcaster, power users or developers can broadcast content to specific BW users, roles, addresses, or groups and set language. You can also make the broadcast user specific. The output formats are the same as in broadcasting wizard.

Select Characteristic Values
You can determine the broadcast based on predefined selections, or you can use a control query to determine the characteristics values to include in the broadcast. Set the standard template for broadcasting can from SAP Reference IMG  SAP Customizing Implementation Guide  SAP NetWeaver  Business Intelligence  Reporting-Relevant Settings  BEx Web  Set Standard Web Templates.

Determine the Recipient of Bursted Broadcasts
These fields determine the recipients in bursting of reports (mass broadcasts with user-specific views) In this example, I am bursting s based on the company code and sending specific mailings based on each receiver's country (the BI system has to store the address)

BEx Broadcaster: Exception Reporting
You can make BEx Broadcaster send you an exception report when an exception occurs or if the system reaches a certain level First, you have to define the exceptions for the query and make the exception active.

BEx Broadcaster: Exception Reporting (cont.)
Under the General Precalculation tab, power users can use defined exceptions to broadcast when exceptions occur to send a broadcast only when the selected trigger point occurs. Note that you can use only those exceptions defined in the query in the broadcast settings here Key concepts: Don't spend time monitoring business as usual activities, only get alerted when exceptions occur. Don't search for exceptions, send them automatically.

Filter Navigation Tab If you precalculate the queries, you can allow the recipient to navigate the reports by the characteristics you select. The more items you include, the larger the size of the broadcast items. This is not a problem if you are mailing to a few of users, but for thousands of users daily, you should select these items carefully. The benefit of the Filter Navigation tab is that you can select which items you want to enable without having to create new queries

Why Broadcast to SAP Enterprise Portal (5.0 or higher) vs. Email?
More powerful Users can comment, rate, and discuss the broadcasted assets You can place the assets in iViews on cockpits/dashboards You can integrate the assets with other portal content Portal users without a BW user ID can now access BW content TREX searches include broadcasted assets More user friendly Users can subscribe/unsubscribe themselves Easier, more flexible administration You can leverage the portal’s access control lists/capabilities No address lists to maintain (users [un]subscribe) Avoids the glut, and the BW/network performance hit!

Options for Broadcasting to the Portal
The broadcast options are similar to the distribution. You have several choices: 1 - Deploy via KM Favorites Deploy via the BW showcase role 2 - Deploy via a KM folder Deploy via custom iViews 3 - Deploy via Collaboration Rooms You can broadcast the content to the portal at fixed intervals and have the content instantly available through independent Web pages. You can also broadcast to the portal through links back to your system. There is a demo role available in SAP Enterprise Portal 6.0. You can use this role for your publishing to the portal or enhance it any way you like. The portal role is available under com.sap.ip.bi.business_explorer_showcase

You also have new broadcast settings for the RSADMWBOBJ field.
Security Controlling which users can schedule ad hoc or through BEx Broadcaster is a critical maintenance issue You can control the user's ability to schedule the reports through the authorization object S_RS_BCS The administrator still uses the standard S_RS_ADMWB object You also have new broadcast settings for the RSADMWBOBJ field. These settings include: Maintain/Delete (23) Display (03) Execute/Schedule (16)

Broadcasting Administration Interface in SAP NetWeaver 2004s
News: With SAP NetWeaver 2004s, there is a new transaction RSRD_ADMIN (or RSA1>Administration>Broadcasting) where you can manage BEx Broadcaster

New Broadcasting Administration Interface Features
Broadcast Types Distribution Types Output Formats

Monitor Schedules in Broadcasting Administration
The Broadcasting Administration allows you to monitor and see who is scheduling what and if some times are more heavily utilized than others (e.g., 7 to 8 am). This is a great tool to help balance stress on the system.

Reorganize Bookmarks with Broadcasting Administration
Reorganize and delete bookmark IDs and view IDs that the system created for Information Broadcasting but no longer needs.

Manage Broadcast Logs RSRD_LOG displays all logs for BEx Broadcaster settings. Logs are only written for scheduled settings and not for directly executed settings. You can also use RSBCSRE03 to delete logs that BEx Broadcaster created In large BW systems with many users and frequent broadcasts, the logs can be really big, so you should delete them periodically

Execute and Debug Using transaction RSRD_START, you can execute (and therefore debug for test purposes) any settings Make sure to activate the indicator for executing settings online

Create Jobs to Run After Other Jobs or Defined Events
Link a job to another job to create set of events that allows the scheduler to build complex broadcast rules that may be hard to maintain (and understand) The best approach is to create time points (periodic broadcasts) as the default broadcasting option

Process Chains and Time Points
You can assign broadcast events to process chains. First you create a variant with and assign it to the InfoCube. The event in the process chain triggers the broadcast event. Creating time points You can create background jobs (transaction SM36) to schedule any jobs starting with the text "TP_BROADCASTING_". This allow users to broadcast at certain time points. In SM36, start the condition, select the date and time when the job starts, select the periodic flag and define it as hourly, daily, weekly, monthly, or other. Time points control when end users can schedule broadcasts. This avoids heavy scheduling during data loads or times when many users access the system.

Create Time Points Create background jobs using transaction SM36 to schedule any jobs starting with the text "TP_BROADCASTING_"

Create Time Points (cont.)
You can create empty periodic jobs, that broadcasting wizard later associates with queries (as explained on slides 13-23)

Create Jobs Using the Job Wizard in SM36

Reporting Agent Is Dying – Don’t Use It!
IMPORTANT: “Old Reporting Agent scenarios still run in SAP NetWeaver 2004s. However, Reporting Agent will not be developed any further and is removed from SAP NetWeaver 2004s Workbench. You can now only reach Reporting Agent using transaction code REPORTING_AGENT” – SAP

Prerequisites for Workbook Precalculation
MS Office XP (or .NET framework version 1.1 or higher) MS Excel 2000 (or higher) SAP BW workbook precalculation services. Note: servers with this installed will be visible under the transaction RSPRECADMIN and you can also perform server load balancing. SAPGUI 6.20/6.40 with BEx This is not needed for standard broadcasting of Web queries or web applications, only for workbooks

Prerequisites for Workbook Precalculation (cont).
Use transaction RSPRECADMIN in BW Administrator Workbench to reach the precalculation settings You also can broadcast query output in Excel format (XML for MS Office) without using precalculation server (available as of Support Package 8) Hardware requirements vary depending on: volume of data being broadcasted data formats Channels number of users type of queries or workbooks broadcast frequency SAP provides no detailed recommendations

What We’ll Cover Overview BEx broadcasting wizard Advanced options for BEx Broadcaster Managing BEx Broadcaster Make it work in real life Wrap-up

Decide Who Should Be Allowed to Do What: Governance Council
There are many options and decisions to make about who should be able to access all the broadcast features. A good approach to decide how gets access and also when to create any time points is to create a governance council of a few managers and developers. Power users Regular Authors Developers BW Admins      Target - - /  Portal    BEx broadcasting wizard      Tools BEx Broadcaster - - /     - - - Process chains   One-time      Scheduling Schedule using preset time points      Free schedule - - /    

Spam Filters and Server Blockers
Spam filters may automatically block users who create a high volume of s in the browsers and mail servers. You have to make sure that the internal system flags you as a valid broadcaster. Review regularly that mail systems such as Yahoo, Google, AOL, Microsoft, and others have not flagged all your s as spam.

Manage Time Points Be careful to not add all your broadcasts to the end of process chains. Long process chains may slow down the load processing of large systems with hundreds of InfoCubes. Good time points may be 6-8 am when the load jobs are finished and before a large numbers of users accesses the system. Another good time may be at the end of week or monthly loads on the weekend (i.e., Saturday or Sunday mornings). The key is to balance the times when users can execute jobs. If you do not carefully manage this, users tend to schedule their broadcasts between 7 and 9 am.

Avoid Volumes of Junk Users tend to schedule queries for distribution and never disable the schedule after it has started to run. This creates mountains of junk that few actually use. Users who don't want a broadcast tends to simply delete it, or automatically removes the . So, how do you know if anyone reads the broadcasts? Developers should perform a periodic review of scheduled broadcasts to see if there are any candidates for deletion

How to Stop Volumes of Junk: Monitor Broadcasts
Establish a process to review and control internal spam kings Use the transaction codes SCOT and SOST to monitor SMTP mails

KPI and Exception Reporting
A major challenge in setting up the BI Broadcaster for exception reporting is the definition of what an exception is. Set this up in the query, and BEx Broadcaster uses it. If the query does not define the exception the way that a user wants it, it is not available to broadcast as an exception. Exception reporting requires that users execute and evaluate a query to see whether to broadcast it. This overhead can be substantial if you have a high number of users monitoring different queries.

Dr. Bjarne Berg’s resource site
Broadcaster at International Paper, ASUG 2006 – Dr. Berg & Joyce Butler

SAP BEx Broadcaster: How to make it work in practice – Dr. Berg
Resources (cont.) BEx Broadcaster including BI 7.0 new features – Dr. Berg & Filip Lemmens SAP BEx Broadcaster: How to make it work in practice – Dr. Berg

7 Key Points to Take Home Do not schedule all your broadcasts after a process chain has completed: It may slow down nightly data loads Control the times users can run reports to avoid high stress on the system Segment the broadcast tools based on the user roles and level of training Monitor the logs carefully and make sure that you control spam kings Do not give free scheduling to a high number of users Be aware that spam filters may catch many of your broadcasts If you are not on SAP NetWeaver 2004s, seriously consider an upgrade and stop using Reporting Agent

Questions? Your Turn! Dr. Bjarne Berg Director of BI
Inc.com

Invaluable lessons for distributing reports with SAP BEx Broadcaster

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